Open Task Relay: Public Task Board & Evidence Workflow

Updated 7 November 2026 · Standard formula, shown below

Open Task Relay is a collaborative platform where teams manage work through a public task board and an evidence-based workflow. You enter tasks, assign them, and attach proof of completion, and the system tracks each item from creation to verified done. This article explains how the public task board and evidence workflow function, including setup, best practices, and common pitfalls.

Background: What Is Open Task Relay?

Open Task Relay is an open-source project management tool designed for transparency and accountability. Unlike typical task managers that keep work hidden in private dashboards, Open Task Relay emphasizes a public task board—a shared, often web-accessible view of all tasks, their status, and who is working on them. The evidence workflow is its defining feature: each task requires documented proof (e.g., screenshots, files, links, or notes) before it can be marked complete. This approach is particularly useful for remote teams, open-source communities, and organizations that need auditable work records.

How the Public Task Board Works

The public task board is a Kanban-style interface with columns like To Do, In Progress, In Review, and Done. Anyone with access can view the board, but only authorized users can modify it. Key elements include:

Task cards: Each card shows the title, assignee, due date, priority, and a short description.
Labels and filters: Tasks can be tagged (e.g., “bug”, “feature”, “urgent”) and filtered by assignee or label.
Activity log: Every change (status update, comment, attachment) is recorded with a timestamp and user ID.
Public URL: The board can be shared via a read-only link, so stakeholders can monitor progress without an account.

To move a task, a user drags the card to a new column. However, the system enforces rules: for example, a task cannot move to Done unless evidence has been uploaded. This is where the evidence workflow kicks in.

Evidence Workflow: Step-by-Step

The evidence workflow ensures that completed work is verifiable. Here is the typical process:

Create a task: Fill in the title, description, and any required fields (e.g., acceptance criteria).
Assign and start: The assignee moves the task to In Progress and begins work.
Attach evidence: When work is ready for review, the assignee uploads evidence—such as a screenshot, a link to a pull request, or a test report. The system may allow multiple files per task.
Submit for review: The task moves to In Review. The reviewer sees the evidence and either approves it (moving the task to Done) or requests changes (moving it back to In Progress with a comment).
Archive: Completed tasks are archived after a retention period, but the evidence remains accessible for audit.

Evidence is stored as attachments or links, and the system records metadata like upload time and file size. This creates a permanent audit trail.

Setting Up Your Board and Workflow

To get started, you need to configure your board and define the evidence requirements. Here are the essential steps:

Define columns: Start with the default columns or customize them to match your process (e.g., add “Testing” or “Client Review”).
Set evidence rules: Decide which statuses require evidence. For example, you might require evidence only for moving to Done, or also for moving to In Review.
Configure permissions: Who can create tasks? Who can review? Who can see the public board? Set these in the admin settings.
Create task templates: For recurring work, templates can pre-fill fields and evidence requirements.
Integrate with other tools: Open Task Relay can connect to version control systems (like Git) or chat apps via webhooks, so evidence like commit messages can be auto-attached.

Common Problems and Misconceptions

One frequent issue is that teams treat evidence as an afterthought, uploading vague screenshots that don’t show the actual work. To avoid this, define what constitutes acceptable evidence for each task type. Another misconception is that the public board is a security risk—but you can restrict access to specific users or make the board read-only for outsiders.

Comparing Open Task Relay to Other Tools

Open Task Relay is often compared to Trello, Jira, or Asana. The key difference is the built-in evidence requirement—most tools allow you to attach files, but they don’t enforce a workflow where evidence is mandatory before completion. This makes Open Task Relay better for compliance-heavy environments. However, it may lack some advanced reporting features found in commercial tools. It’s open-source, so you can modify it, but that requires technical expertise.

Costs and Self-Hosting

Open Task Relay is free to use if you self-host it on your own server. You’ll need a server with Node.js and a database (like PostgreSQL). There may be costs for hosting, domain, and maintenance. If you prefer a managed service, some providers offer hosted versions for a fee, but the core software is open-source. Always check the official documentation for the latest requirements.

Safety and Privacy Considerations

Because the board is public, be careful not to expose sensitive information. Use the public link only for non-confidential tasks. For internal tasks, set the board to “private” and share it only with team members. Also, ensure that evidence files don’t contain personal data unless necessary. The platform supports role-based access, so you can limit who can see attachments.

Frequently Asked Questions

Can I use Open Task Relay without making my board public?

Yes. The “public” feature is optional. You can set the board to private, and only invited users can view it. The term “public” refers to the ability to share a read-only link, not a requirement.

What file types can I attach as evidence?

Most common file types are supported, including images (PNG, JPG), PDFs, text files, and links. The system doesn’t limit file types, but your server may have a maximum upload size. Check your server configuration for limits.

Can I automate the evidence collection?

Yes, via integrations. For example, you can set up a webhook that automatically attaches a commit link when a task is moved to In Review. This reduces manual work, but you still need to verify the evidence is correct.

What happens if I move a task to Done without evidence?

The system will block the move and show an error message. You must attach at least one piece of evidence (or a link) before the task can be completed. This is a core rule of the evidence workflow.

Is Open Task Relay suitable for non-technical teams?

Yes, the interface is user-friendly, but the evidence workflow requires discipline. Non-technical teams can use it for approvals, content reviews, or any process where proof of work is needed. The learning curve is moderate.

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